2025-09-19_RFP for Dorris Ranch Filbert Orchard Management.pdf

REQUEST FOR PROPOSALS

Filbert Orchard Management Services at Dorris Ranch

September 19, 2025

Procurement Information Summary Page

This page of information is provided for convenience only. Refer to the full RFP for complete details.

ABBREVIATED SCHEDULE

RFP Issue Date September 19, 2025 Solicitation Protest Deadline October 10, 2025 by 5 p.m.

Proposal Due Date October 24, 2025 by 2 p.m.

Proposal Opening October 24, 2025 at 2:15 p.m.

Notice of Intent to Award Contract November 5, 2025 Selection Protest Deadline November 12, 2019 by 5 p.m.

WILLAMALANE PROJECT MANAGER

Eric Adams Chief Operating Officer Willamalane Park and Recreation District 682 36th Street Springfield, OR 97478 Email: eric.adams@willamalane.org Tel: (541)-736-4048

PROJECT LOCATION

Dorris Ranch, 205 Dorris Street, Springfield, OR 97477

ATTACHMENTS TO RFP

Exhibit A1 – Map of Dorris Ranch Exhibit A2 – Example Dorris Ranch Crop Revenue Share Methodology Exhibit A3 – Example Orchard Re-establishment Plan Activities Exhibit B1 – Completed Orchard Replacement Phasing Exhibit B2 – Dorris Ranch Filbert Orchard Map Exhibit C1 – 2018 Integrated Pest Management Strategic Plan for Hazelnuts, Oregon State

University Extension Service Exhibit C2 – 2023 Pest Management Guide for Hazelnuts, Oregon State University Extension

Service Exhibit D – State Historic Preservation Office Memorandum of Agreement Exhibit E – Proposers Certifications Exhibit F – Standard Proposal Form Exhibit G – Sample Contract

ONLINE INFORMATION

RFP Documents: https://www.willamalane.org/projects/rfp https://www.willamalane.org/projects/rfp

REQUEST FOR PROPOSALS (RFP)

Instructions to Proposers

SECTION 1. GENERAL INFORMATION

A. About the Requesting Agency

Willamalane Park and Recreation District (District) maintains and operates five recreation facilities and 45 parks and natural areas totaling nearly 1,600 acres. Highlights include 13 waterfront areas, 32 miles of hiking and biking trails, 17 sports fields, and 28 playgrounds.

Willamalane offers recreation programs to people of all ages and abilities. Created by voters in 1944, Willamalane is a special tax district, separate from the City of Springfield, with its own boundaries. It is governed by a five-member, elected board of directors and managed by a district superintendent.

Dorris Ranch is the District’s second largest park at 258 acres (See Exhibit A1). Of the 258 acres at Dorris Ranch, 75 acres are managed as filbert orchards. Established in 1892, Dorris Ranch is recognized as the first commercial filbert orchard in the United States and is listed on the National Register of Historic Places (Exhibit D). The orchards have been in continuous, successful operation since 1905. Originally, 90% of the filbert trees at Dorris Ranch were of the ‘Barcelona’ variety, and the remaining 10% were ‘Daviana’ variety. However, a phased effort to replace the orchard with varieties resistant to eastern filbert blight was initiated in 2016 and completed in 2025. Now, a majority of the orchards are a mixture of ‘Jefferson’, ‘Dorris’, ‘McDonald’, and ‘Polly O’ varieties.

Dorris Ranch is a highlight of the District’s portfolio of parks and open spaces, and is an invaluable natural and cultural resource for the region. Increasing numbers of people visit Dorris Ranch to hike the trails, access the Middle Fork Willamette River Path, and to rent the facilities for special events (e.g., weddings, parties, family reunions, etc.). In addition, the District hosts summer camps and educational programs at Dorris Ranch.

Dorris Ranch is located at the corner of South Second Street and Dorris Street. It is bordered on the west by a well-established mobile home park and to the east and north by single family residences. The south border of the ranch is the Middle Fork Willamette River (see Exhibit A1).

B. Purpose of Solicitation

In this Request for Proposals (RFP), the District is seeking a qualified contractor (Contractor) to provide filbert orchard management services at Dorris Ranch. Orchard management services shall include the harvesting of filberts, orchard maintenance activities such as pruning, pest control, and fertilizing, as well as tree removal, tree planting, and tree watering as part of a comprehensive, multi-year orchard re-establishment plan.

The goal of this RFP is to enter into a three-year contract, which can be renewed up to two additional one-year periods, with a contractor for the purposes of filbert orchard management at Dorris Ranch.

SECTION 2. GENERAL REQUIREMENTS

2.01 SCOPE OF THE RFP

A. Description of Work

1. Annual orchard cultivation

a. Pruning, and removal and burning of pruned material, including provision of a fire watch if deemed necessary by District.

b. Fertilization of orchards.

c. Mechanical management of orchard floor vegetation.

d. Integrated Pest Management Program to manage pests.

e. Weed and invasive vegetation abatement along orchard boundaries.

2. Annual orchard harvest

a. Collect and box nuts with methods to maximize harvest yield.

b. Transport nuts to processor.

3. General services and reports

a. Submit an Annual Orchard Management Plan that details orchard management practices by month for a calendar year. For years that Orchard Re-establishment Plan work (see below) is scheduled, the work shall be incorporated into the Annual Orchard Management Plan.

b. Contractor shall submit an Environmental Protection and Safety Plan prior to commencing work under the contract. Contractor should articulate what measures will be taken to minimize adverse impacts to native vegetation, wildlife, and water quality. The plan should also outline how the applicant will ensure their own safety and that of the public, as required by state and federal law, using methods that are consistent with recognized industry best practices; specifically practices recommended in the “2018 Integrated Pest Management Strategic Plan for Hazelnuts” and “2023 Pest Management Guide for Hazelnuts”, published by Oregon State University Extension Service (Exhibits C1 and C2).

c. Provide an annual report of production yields, harvest revenues, and orchard management costs that satisfies the compensation and invoicing requirements.

4. Orchard Re-establishment – see Section 2.01.E.2

a. Tree planting (as needed)

b. Watering

c. Pruning

d. Fertilizing

B. Necessary Equipment, Materials, Supplies, and Labor

Contractor shall provide all equipment, materials, supplies, and labor necessary for orchard management. Orchard management shall at all times be consistent with the best management practices in the filbert industry in the Willamette Valley; specifically practices recommended in the 2018 Integrated Pest Management Strategic Plan for Hazelnuts and 2023 Pest Management Guide for Hazelnuts (Exhibits C1 and C2).

C. Annual Orchard Management Plan

By February 15th of each calendar year, the District and Contractor shall agree to a written Annual Orchard Management Plan. The plan will provide estimated dates for all proposed management actions, including pruning, pesticide (e.g., herbicide, insecticide, and fungicide) applications, fertilizer applications, harvesting, and any other proposed maintenance work. The goals of this plan are to: (1) provide clarity and transparency about what actions will be occurring throughout the year, (2) improve the timing and effectiveness of maintenance actions at the orchard and other maintenance activities that occur at Dorris Ranch outside of this contract, and (3) reduce scheduling conflicts among the many activities that occur at Dorris Ranch.

D. Notification and Posting Prior to Work

1. Notification. Contractor shall notify District Project Manager, via email, no less than 48 hours prior to accessing Dorris Ranch to implement management actions. District shall confirm by telephone or email that access is granted. However, advanced notice of not less than one week (seven calendars) is required prior to application of any pesticide, herbicide, or fungicide in order to afford District sufficient time to notify the public of required park closures.

2. Posting. After access to the site has been granted by District to Contractor, District shall post the filbert orchard appropriately to limit or prohibit public access to the area where Contractor is working. Posting will occur at the front gate, bicycle/pedestrian access gates, and other areas where public and District employees normally enter Dorris Ranch. The District will make reasonable effort to discourage public access to portions of Dorris Ranch in which Contractor is working; however, prevention of public access is not guaranteed.

E. Compensation

Compensation will occur for two categories of work anticipated to occur during the duration of the contract: (1) regular orchard management, and (2) orchard re-establishment work. Regular orchard management refers to all activities (and all materials and supplies used in such activities) associated with maintaining and harvesting orchards, including management of invasive weeds and vegetation along the orchard boundaries. Orchard re-establishment work refers to activities necessary to sustain newly planted blight-resistant trees during the first five years following planting, including watering, fertilizing, and pruning. As noted above, all of the designated orchards, except for the Road Orchard, were replanted with blight-resistant varieties between 2016 and 2025. See Exhibits B1 and B2 for specific details acreage, planting years and phasing.

1. Regular orchard management. District shall reimburse contractor per the agreed upon methodology for regular orchard management work. The methodologies used for the past five years are shown in Exhibit A2. Responses to this Request for Proposal shall propose a compensation schedule that, at a minimum, accounts for annual price per net pound and total annual net crop tonnage to determine annual crop revenue percentage split between Contractor and District.

2. Orchard re-establishment plan work. District shall reimburse Contractor for expenses associated with cultivating new filbert trees associated with the District’s Orchard Re-establishment Plan (see Exhibit B). Responses to this Request for Proposal shall propose a compensation schedule for activities planned to occur in first five years following replant of orchard trees, as described in Exhibit A3. Compensation rates shall be stated on a per acre basis for the specified activities.

F. Access

Contractor shall have access to Dorris Ranch via the gravel road at the intersection of South Second Street and Dorris Street. In addition, Contractor shall have access to any other road within Dorris Ranch when performing services pursuant with an Annual Orchard Management Plan.

G. Safety

1. Application of pesticides and fertilizers. All pesticide applications shall be conducted under the appropriate provisions of the Oregon Department of Agriculture’s (ODA) pesticide applicators license requirements and in accordance with product labeling.

Contractor shall follow ODA pesticide applicator regulations and ensure that all crew members are properly licensed per the ODA Pesticide Applicator or Trainee/Apprentice license requirements. At the time of submitting its Proposal, Proposer shall provide documentation that they, and/or their designated field supervisor, is licensed in the State of Oregon, under the appropriate categories, to handle and apply pesticide and fertilizers at the work site and/or to supervise a trainee.

2. Storage of pesticides and fertilizers. Except for pesticides and fertilizers authorized in writing by District for use in orchard management, Contractor shall not bring any regulated or hazardous chemicals to Dorris Ranch.

3. Use of vehicles and equipment. Unless otherwise agreed to in writing by the District, the Contractor is responsible for purchasing and providing all vehicles and equipment in good working order, personal protective equipment consistent with product labeling, and other materials and supplies required to complete the work.

4. Environmental Protection and Safety Plan. Contractor shall submit an Environmental Protection and Safety Plan prior to commencing work. Contractor should articulate what measures will be taken to minimize adverse impacts to native vegetation, wildlife, and water quality. The plan should also outline how the applicant will ensure their own safety and that of the public, as required by state and federal law. The plan shall incorporate methods that are consistent with recognized industry best practices; specifically practices recommended in the 2018 Integrated Pest Management Strategic Plan for Hazelnuts and 2023 Pest Management Guide for Hazelnuts published by Oregon State University Extension Service (Exhibits C1 and C2).

Elements of the Environmental Protection and Safety Plan shall address:

a. How the Contractor intends to efficiently and effectively apply pesticides to control target species while preventing the misapplication of pesticides to desirable (non-target) vegetation in frequently variable field conditions (i.e., wind, moisture, precipitation, temperature, etc.).

b. How the Contractor will minimize potential for over-spraying or spraying non-target species while work is underway.

c. Measures for rectifying instances when pesticides have been misapplied to a non-target species.

d. Where and how pesticide mixing and refilling will typically take place, and what equipment will be on hand to prevent and contain leaks and spills.

e. Emergency contact info including the name and phone number for an offsite contact.

H. Storage

Contractor may store equipment and supplies at Dorris Ranch in predetermined District designated areas. Unless changed by District, the parties agree that the designated areas are normally near the Dorris House, and during the harvest season, in the vicinity of the Pump House. District reserves right to give Contractor notice to move any equipment or supplies, and Contractor shall comply within 24 hours. Except for loss or damage cause by negligence of the District, Contractor will be liable for any loss or damage of equipment and supplies while in storage.

2.02 MINIMUM QUALIFICATIONS

The applicant must demonstrate substantial training, experience, knowledge, and expertise in filbert orchard management. Qualifications must include at least five years of managing a filbert orchard of 50 or more acres and appropriate certification as a pesticide applicator from the Oregon Department of Agriculture.

2.03 TERMS OF THE RFP

The District reserves the right to:

• Change the schedule of the Proposal and the selection process;

• Delay, suspend, or cancel the procurement or reject any or all Proposals in accordance with ORS 279B.100; and

• Seek clarification of each Proposer’s Proposal if necessary during the evaluation process.

2.04 DISTRIBUTION OF REQUESTS FOR PROPOSALS

The full RFP, including all documents, supporting materials, and any Addenda, will be available for viewing online and/or in-print beginning on September 19, 2025, as noted in the Schedule in Section, 3.01, below. Proposers shall pay the cost of reproduction of RFP documents.

To View Online: To View in Print:

https://www.willamalane.org/projects/rfp Bob Keefer Center Willamalane Center 250 S. 32nd St.

Springfield, OR 97478

Each Proposer shall submit their name, postal address, and email address to the Project Manager for the purposes of developing a Plan Holder’s List and sending out addenda issued.

Please email eric.adams@willamalane.org.

2.05 NOTICE AND AMENDMENT OF RFP

Any changes or additions to the RFP content developed after the release of the RFP will be described in addenda. Such changes and/or additions include any change of dates in the RFP Schedule. In the event that it is necessary to amend, revise, or supplement any part of the RFP, a written addendum will be issued and posted online via the District’s website. It is the proposer’s responsibility to check Willamalane’s website:

https://www.willamalane.org/projects/rfp for posted addenda. Any addenda so issued shall be considered part of the specifications of the RFP. The District is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by written addenda issued by the District. In the case of any doubt or differences of opinion as to the services to be furnished hereunder, or the interpretation of the provisions of the RFP, the decision of the District shall be final and binding upon all parties.

The District will not issue addenda less than 72 hours (3 calendar days) prior to 8:00 AM on the proposal closing date. Should the proposal closing date be extended by addendum, the extended proposal closing date will supersede the prior closing date in determining the 72-hour addendum window. Proposers should check the District website frequently until Closing, i.e., at least once weekly until the week of Closing, and at least once daily the week of Closing.

2.06 INQUIRIES

All questions and contacts with the District regarding the RFP must be addressed in writing, via email, to the Project Manager:

Eric Adams Chief Operating Officer Willamalane Park and Recreation District 682 36th Street Springfield, OR 97478 Email: eric.adams@willamalane.org Phone: 541-736-4048

Statements made by the District’s Project Manager are not binding on the District unless confirmed in writing via an addendum. Addenda will be issued for significant clarifications that arise during the response period up to the final date of addenda issuance.

Contact with other District staff without prior clearance from the Project Manager may result in Proposer disqualification.

2.07 TRADE SECRETS AND PUBLIC RECORDS LAW

All submittals become the property of the District and will not be returned to the Proposer. The District shall retain the RFP and one copy of each original Proposal received, together with copies of all District documents pertaining to the award of a contract. These documents will be made a part of a file or record, which shall be open to public inspection after Proposer selection and award is announced. If a Proposal contains any information that is considered a trade secret under ORS 192.345(2), Proposers must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192."

Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance." Therefore, non-disclosure of District documents or any portion of a District document submitted as part of a Proposal may depend upon official or judicial determination made pursuant to the Public Records Law.

In order to facilitate public inspection of the non-confidential portion of the Proposal, material designated as confidential shall accompany the Proposal, but shall be readily separable from it.

Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary. Any Proposal marked as a trade secret in its entirety will be considered non-responsive.

2.08 NO OBLIGATION

All Proposers who submit a Proposal in response to this RFP are deemed to understand, acknowledge and agree that the District is not obligated as a result of the submittal of a Proposal to enter into a contract with any Proposer and, further, that the District has absolutely no financial obligation to any Proposer arising from responding to this RFP. All Proposers who respond to this solicitation do so solely at their own expense.

2.09 NON-RESPONSIVE PROPOSALS

Proposers are responsible for carefully reading all the terms and conditions contained in the RFP (including the terms and conditions contained in any attachments, exhibits or schedules to the RFP), and for following the instructions given. Proposals that do not contain all the information requested may be rejected as non-responsive.

The District may reject any Proposal not in compliance with all prescribed public procurement procedures and requirements, and may cancel this solicitation or reject for good cause any or all Proposals upon a finding by the District that it is in the public interest to do so.

2.10 INSURANCE

Throughout the Project, the Proposer must have and maintain in force, at its own expense, all insurance, required by the District, noted below:

(1) Workers Compensation insurance in compliance with ORS 656.017. All employers, including Contractor, that employ subject workers who work under this Contract in the State of Oregon shall comply with ORS 656.017 and provide the required Workers’ Compensation coverage, unless such employers are exempt under ORS 656.127. Contractor shall ensure that each of its subcontractors complies with these requirements. Contact Willamalane Risk Management at 541-736-4033 if exempt. The Contractor shall provide, at its expense, until one

(1) year after the Date of Acceptance of all the Work, statutory workers’ compensation insurance and employer’s liability insurance with limits of not less than $100,000 each accident for bodily injury by accident, $100,000 each employee for bodily injury by disease, $100,000 policy limit for bodily injury by disease.

(2) The Contractor shall provide, at its expense, until two (2) years after the date of Acceptance of all of the Work, commercial general liability insurance sufficient to protect the Contractor in performing the Work covered by the Contract from claims for bodily injury and personal injury and property damage that may arise because of the nature of the Work or from operations under these Contract documents. Contractor and all of its subcontractors shall at all times carry a General Liability type insurance policy with limits of not less than $2,000,000 each occurrence (or each claim if coverage is afforded on a claims made basis) and $4,000,000 in the annual aggregate. If this policy is a "claims made" type policy, the policy type and company shall be approved by the District prior to commencement of the Work.

(3) Commercial Automobile Liability insurance, including owned, non-owned and hired automobiles, in an amount not less than a combined single limit of $2,000,000 for each occurrence, or the equivalent of not less than $2,000,000 for each accident for Bodily Injury and Property Damage, including coverage for owned, hired and non-owned vehicles. “Symbol One” coverage shall be designated.

(4) Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days written notice from the Contractor or its insurer(s) to the District. This notice provision shall be by endorsement physically attached to the certificate of insurance.

(5) Additional Insured. For general liability insurance and the Contractor’s automobile policy, the District, the Project Manager, and the District’s directors, officers, agents, and employees will be Additional Insureds, but only with respect to the Contractor's services provided under this contract. This coverage shall be by endorsement physically attached to the certificate of insurance.

(6) Extended Reporting Coverage (“Tail Coverage”). If any of the aforementioned liability insurance is arranged on a “claims made” basis, “tail” coverage is required at the completion of the Contract for a duration of 24 months, or the maximum time period the Contractor’s insurer will provide such if less than 24 months. Contractor shall furnish certification of “tail” coverage, or continuous “claims made” liability coverage, for 24 months following Contract completion. Continuous “claims made” coverage will be acceptable in lieu of “tail” coverage provided its retroactive date is on or before the effective date of the Contract.

(7) Maximum Deductible/Self-Retention. Any deductible or self-retention must be disclosed on the certificate of insurance and no deductible or retention may exceed $25,000 without the prior written consent of the District.

(8) Certificates of Insurance. Contractor and all subcontractors shall deliver to the District, prior to the commencement of the Work, a certificate of insurance or the actual insurance policy/policies evidencing all policies required by this Contract. Either the certificates of insurance or the policies shall contain the promise of the insurer to give the district written notice at least thirty (30) calendar days prior to the effective date of any lapse, cancellation, non-renewal or material reduction in any of the required coverages. In the event the insurer cannot or will not provide such written notice to the District, Contractor has an affirmative duty to provide the notice of lapse, cancellation, and non-renewal or material reduction to the District within 24 hours of the Contractor receiving such notice itself. The District has the right to reject any certificate and/or policy if the District in its sole discretion determines that either the coverage or the insurance company is unacceptable. Evidence of continuous coverage is required, including renewal certificates for any policies that renew during the project.

(9) Subcontractor Insurance. The Contractor shall require that all of its subcontractors of any tier provide insurance coverage and limits identical to the insurance required of the Contractor under the Contract, unless this requirement is expressly waived in writing by the District. The sufficiency of subcontractor insurance and coverage limits is subject to the District’s approval and must be shown by appropriate insurance certificates in a form acceptable to the District.

(10) Primary Coverage. All insurance carried by the Contractor or a subcontractor required by this Contract must be primary to and non-contributory with any insurance carried by the District or self-insurance of the District. Any insurance held by the District is excess and solely for damages or losses for which District is responsible.

2.11 COMPLIANCE WITH TOBACCO POLICY

The Contractor shall comply with the District’s Tobacco Policy, which states, that smoking any substance is not allowed in any District park, trail or facility, including parking lots. The policy includes tobacco, electronic cigarettes and marijuana. Violators may be subject to exclusion from District property. The District may, at its sole discretion, exercise full authority relating to this policy during provision of contracted services, up to and including contract termination.

2.12 INVOICING

Invoices shall specifically identify compensation due in the two categories of work described in section 2.01.E: (1) regular orchard management, and (2) orchard re-establishment plan work.

Specifically, costs incurred for either catetory shall be documented and invoiced as follows:

1. Orchard Management

a. Labor hours for each discrete task and corresponding rates

b. Materials costs per acre

c. Total cost per acre

2. Orchard Re-establishment Plan

a. Number of trees removed and disposed

b. Number of trees planted

c. Labor hours for each discrete task and corresponding rates

d. Materials cost per acre

e. Total cost per acre

SECTION 3. PROPOSAL PROCESS AND REQUIREMENTS

3.01 SCHEDULE

This RFP initiates a competitive sealed proposal solicitation open for submittal and subsequent evaluation and award of contract in accordance with the schedule below.

RFP Issue Date September 19, 2025 Solicitation Protest Deadline October 10, 2025 by 5 p.m.

Proposal Due Date October 24, 2025 by 2 p.m.

Proposal Opening October 24, 2025 at 2:15 p.m.

Notice of Intent to Award Contract November 5, 2025 Selection Protest Deadline November 12, 2019 by 5 p.m.

3.02 SUBMITTING PROPOSALS

All Proposals, including attachments, shall be delivered or mailed and received by the Project Manager no later than 2 p.m. on October 24, 2025. No other materials shall be submitted with the Proposal, except those specifically identified in Section 3.03, below. Proposals received after the specified time and date will not be given further consideration.

Submit three copies, including one original Proposal, in a sealed, opaque envelope(s) with the following information clearly identified on the outside of the envelope:

SEALED PROPOSAL ENCLOSED

Willamalane Park and Recreation District [Proposer’s Name]

3.03 PROPOSAL SUBMITTAL REQUIREMENTS

Proposals shall conform to the following formatting requirements:

1. Proposals shall be typed and prepared in a simple, economical manner.

2. Proposals shall not exceed 10 single-sided, 8-1/2 x 11-inch, white paper pages (regardless of the text equivalency in page length), including pictures, charts, graphs, tables and text. The following are excluded from the 10-page limit: transmittal letter, resumes of the proposed key individuals, updated Proposer Profile, and Proposer Certifications. These items are to be appended at the end of the Proposal.

3. Proposers shall make every effort to use no less than a 12-point font and no less than 1-inch margins for the text portion of their Proposals. The District reserves the right to reject Proposals that are deemed illegible or too difficult to read.

Proposals shall contain the following information:

1. Standard Proposal Form (Exhibit F). Form must be signed by a person authorized to represent the firm.

2. Contact Information - Provide the address, telephone, email and fax number of the nearest office to Springfield, Oregon, and the specific name and title of firm’s designated contact.

3. Work Program - The applicant shall submit a Work Program detailing how the requested scope of services will be carried out in accordance with Section 2.01 of this RFP. The Work Program shall include the following sections:

a. Annual Orchard Management Plan - Describe the annual sequence of management activities that will be used to manage and harvest the orchards.

Include a description of pruning methods, what pesticides and fertilizers will be used, and what equipment will be used.

The Work Program shall incorporate methods that are consistent with recognized industry best practices; specifically practices recommended in the 2018 Integrated Pest Management Strategic Plan for Hazelnuts and 2023 Pest Management Guide for Hazelnuts published by Oregon State University Extension Service (Exhibits C1 and C2). Only pesticides, herbicides, and fungicides carrying a “Caution” label shall be approved for use. Additionally, only those products rated as either “Excellent” or “Good” in Appendices D-1, D-2, and D-3 (or their equivalent) shall be utilized, unless otherwise approved by District in advance.

The Work Program should account for all orchard harvest and management tasks, including annual clearing of non-native and invasive vegetation (e.g.

blackberry, etc.) along the boundaries of the orchard where it interfaces with remainder woodlands.

b. Orchard Re-establishment Plan – Describe the methods that will be used throughout the duration of the Contract, including any authorized extension to the Contract, to re-establish and cultivate newly planted blight-resistant filbert varieties (see Exhibits A3 and B).

4. Experience and References - Provide a summary of your firm’s experience, knowledge, and expertise in the management of filbert orchards. Summary shall include contact names, phone numbers and addresses of references that can speak knowledgeably about the Proposer’s abilities, experience, and skills in the area of filbert orchard management. The District reserves the right to contact references to verify information provided.

5. Project Team Members - List all key personnel assigned to the project by name and title. List the years of experience that each team member has in filbert orchard management. Include the name and contact information of at least two references that can speak knowledgeably about each team member’s experience. The District reserves the right to contact references to verify information provided.

6. Conflict of Interest - Proposer shall address any potential conflicts of interest with any person or organization affected by actions performed by the firm on behalf of the District.

Although such involvement will not be an automatic disqualification, the District reserves the right to consider the nature and extent of such work in evaluating the proposal.

7. Cost Proposal – The cost proposal should be divided into two sections:

a. Regular (annual) orchard management: The cost (compensation) proposal must specify the disbursement of annual harvest revenues, or alternate method for the Proposer’s compensation, by defining a percentage of revenue shares to establish District and Contractor financial obligations and entitlements. See Exhibit A2 for the most recent revenue sharing methodologies.

b. Orchard re-establishment: The cost proposal should specify a compensation method associated with re-establishing and cultivating newly planted blight-resistant filbert trees that is based on the factors described in Section 3.03.3.b, above.

8. Proposer Certifications - Form must be completed and signed by a person authorized to represent the firm (Exhibit E).

9. If Proposer is a partnership or joint venture, information must be provided for each partner or joint venturer, and each partner or joint venturer must sign the Proposal and any contracts on behalf of both itself and the Proposer, and each will be jointly and severally liable.

10. The Proposer shall state whether it is a resident Proposer as set forth in ORS 279A.120.

3.04 SOLICITATION PROTESTS

Protests of the requirements, evaluation criteria, or contractual provisions in the RFP, or requests for changes or clarifications of the RFP shall be made in writing, via email to the Project Manager by the deadline stated in Section 3.01 of this RFP. Protests of, and requests for changes to, technical or contractual requirements, specifications, or provisions shall include the reason for the protest and any proposed changes to the requirements. No such protests or request will be considered if received after the deadline.

3.05 SITE VISIT

If Contractor would like to visit Dorris Ranch prior to submitting a proposal, Contractor may contact the District’s Project Manager. Site visits will not be scheduled with less than 48 hours’ notice, and will not be scheduled within 72 hours of the Proposal Due Date specified above in Section 3.01.

Visits are permitted only during regular park hours.

3.06 OFFERS VALID AND BINDING

Pursuant to OAR 137-047-0480, each Proposal constitutes a Firm Offer, irrevocable and binding on the Offeror for a period of ninety (90) calendar days following Closing of the RFP.

SECTION 4. PROPOSAL EVALUATION PROCESS

4.01 GENERAL INFORMATION

This section describes the criteria by which Proposals will be evaluated and the selection process of the highest ranked Proposer. A selection committee chaired by the District Project Manager and comprised of District staff will evaluate Proposals for conformity with stated submittal requirements, and content and quality of the responses, as called for in Sections 4.02 and 4.03 herein, in accordance with the evaluation procedures set forth in ORS 279B.060 and OAR 137- 047-0600.

The District will provide written determination of the Proposal that is the most “advantageous” to District, as defined in OAR 137-047-0100, based on the evaluation process, any factors described in this RFP, and any applicable preferences described in ORS 279A.120 and ORS 279A.125.

District intends to award the contract to the Proposer that presents the best capabilities, approach and value to provide the required product and services as outlined in this RFP.

Additional information required for proper assessment of proposals may be requested from the Proposer at the discretion of the District. All costs associated with submittal preparation will be borne by the Proposer.

4.02 EVALUATION SCORING MATRIX

Cost will be a consideration, but not the only factor, in the Proposal evaluation and selection process. It is in the interest of the Proposer to provide a clear and complete Proposal which presents thorough responses and demonstrates both technical and economic advantages. As part of their proposal, the proposer must demonstrate training, experience, knowledge, and expertise in filbert orchard management.

All Proposals will be evaluated by the District selection committee based on the following criteria:

Evaluation Criteria Points

1. Work Program (including Annual Orchard Management Plan and Orchard Re-establishment Plan)

Assessment Questions:

• Does the proposed work program completely respond to the elements described in Section 3.03?

• How closely does the work program align with Exhibit C?

• Is the proposed re-establishment plan responsive to the elements described in Section 2.01.C.?

2. Qualifications

Assessment Questions:

• Is documentation of the requisite experience, licensing and references provided?

• How many years of additional experience – beyond the minimum requirement of five – with managing an orchard of 50 acres or more does the Proposer have?

3. Cost for Regular (Annual) Orchard Management 25

4. Cost for next phase(s) of Orchard Re-establishment 20

5. Resident Bidder 5

TOTAL 100

4.03 OUTCOME OF EVALUATION PROCESS

The outcome of the written proposal Evaluation process may, at the District’s sole discretion, result in:

1. Further steps to gather additional information for evaluation, (e.g. checking references, requesting clarification, and a responsibility inquiry);

2. Notice to Proposer of rejection; or

3. Cancellation of the RFP and either re-issuance of the RFP in the same or revised form or no further action by the District with respect to the RFP.

4.04 RIGHT TO AWARD OR REJECT PROPOSALS

All Proposals will become part of the public record. In evaluating the Proposals, the District may seek information from a Proposer to clarify the Proposer’s Proposal. In that event, Proposer must submit written and signed clarifications and such clarifications shall become part of the Proposal.

The District reserves the right to reject any and all Proposals received as a result of RFP and, if doing so would be in the public interest, cancel the solicitation. The District is not liable for any costs a Proposer incurs while preparing or presenting the Proposal or during further evaluation stages.

The District reserves the right to consider a Proposal or Proposals in whole or in part and to determine the responsiveness of a Proposal by reference to the Proposal taken as a whole.

Proposers will be held to the terms submitted in their Proposals. Failure to meet these obligations will result in cancellation of acceptance of any apparent successful Proposal.

SECTION 5. AWARD NOTICE, SELECTION PROTESTS

5.01 TENTATIVE AWARD NOTICE

Based on the results of the submitted Proposals, a notice of selection will be sent to all Proposers. Following selection, the District intends to negotiate with the top-ranked Proposer to enter into a contract.

The District reserves the right to negotiate a final contract which is in the best interest of the District and the public. Once a tentative selection has been made by the selection committee, and approved by the District’s Board, District staff will attempt to negotiate a contract with the highest-ranked Proposer. If the negotiations are not successful, the staff will negotiate with other qualified Proposers in the order of their respective qualifications until an agreement is reached or the staff decides to terminate the selection process.

5.02 SELECTION PROTESTS

Any Proposer who claims to have been adversely affected or aggrieved by the selection of a competing Proposer shall have seven (7) calendar days after notification of the selected Proposer to submit a written selection protest to the Project Manager. This written notification is to be received by 5:00 p.m. of the last day of the seven (7) calendar-day period. No protest against selection of a contract or award of a contract will be considered if received after the deadline established for submitting such protest.

EXHIBIT A1

Map of Dorris Ranch

EXHIBIT A2

Example Dorris Ranch Crop Revenue Share Methodologies

Over the past five years, Willamalane had an agreement with the following compensation methodology for regular (annual) orchard management. This information may be helpful to Proposers as they develop their compensation proposals for the contract.

Compensation for regular orchard management will be based on harvested filberts as described below. Contractor shall inform District where the harvested filberts will be sold and the price/pound received. After drying changes, sorting changes (if any), and any other normal buyer’s charges/assessments, the net proceeds shall be divided as follows:

2011-2018

Price per Pound Proceeds Under $0.60 per pound 75% to Contractor, 25% to District $0.60 to $0.85 per pound 70% to Contractor, 30% to District $0.86 to $1.10 per pound 65% to Contractor, 35% to District Over $1.11 per pound 60% to Contractor, 40% to District

If the field price is between $1.25 and $1.40 per pound and the net graded payable weight is over 250,000 pounds, there will be an additional 5% bonus to District (i.e., 55% to Contractor, 45% to District).

If the field price is over $1.38 per pound and the net graded payable weight is over 300,000 pounds, then there will be an additional bonus of 5% to District (i.e., 50% to Contractor, 45% to District).

2019-2023

Field Price per Pound Proceeds Under $0.75 per pound 75% to Operator, 25% to

WPRD

$0.75 to $0.90 per pound

70% to Operator, 30% to

WPRD

Over $0.90 per pound 65% to Operator, 35% to

WPRD

NOTE: The percentage distributions established in the above table shall be adjusted based on the following net dry merchantable weights.

i. Over 100,000 pounds, WPRD shall receive 100% of its share.

ii. 75,000 to 100,000 pounds, WPRD shall receive 85% of its share.

iii. Under 75,000 pounds, WPRD shall receive 75% of its share.

Materials and supplies. At no time will the District pay additional compensation to the Contractor for the purchase and application of materials and supplies, including but not limited to, herbicides, pesticides, fungicides, and fertilizer.

EXHIBIT A3

Example Orchard Re-establishment Plan Activities

• Removal and disposal of existing filbert trees (as needed)

• Tree planting (as needed)

• Additional “Year One” Tasks o Fertilize in May o Lime application o Irrigation by hand (once every three weeks starting in May, two gal./tree, twice up to seven times) o Strip spray herbicides o Flail mowing o Hand suckering o Vegetation removal in tree rows by hand o Copper spray in November

• “Year Two” Tasks o Fertilize o Strip sprays, center sprays o Flail mowing o Hand suckering o Vegetation removal by hand, as needed o Replace dead trees from Year One o Irrigation by hand (every four weeks, up to four times) o Copper spray in November

• “Year Three” Tasks o Fertilize o Strip sprays, center sprays, sucker sprays o Flail mowing o Irrigation by hand (every 4-6 weeks up to three times) o Copper spray in November

• “Year Four” Tasks o Same as Year Three, plus prepare ground to harvest by cross flailing, scraping, etc.

• “Year Five” Tasks o Same as Year Three, plus application of 2 tons per acre of lime

EXHIBIT B1

Completed Orchard Replacement Phasing

Orchard Name Acres Phase(s) Year

Walnut - north 7 1 2016

Cannery 7 1 2016

Walnut - south 15 3 2025

Mann - south 4 2 and 3 2022/2025

Front Orchard 4 2 2022

Snell 3 2 2022

Mann - north 3 3 2022

Goat 6 3 2025

7-acre Cherry 7 2 and 3 2022/2025

Clump 5 3 2025

Nursery 4 2 2022

Black Walnut 10 3 2025

NOTES:

* See Exhibit B-2 for reference map.

**Road Orchard is the only remaining original orchard, and is subject to retention pursuant to a Memorandum of Agreement with the Oregon State Historic Preservation Office.

EXHIBIT B2

Filbert Orchard Map

NOTES:

*Refer to Exhibit B-1 for actual orchard replacement schedule.

OREGON STATE UNIVERSITY EXTENSION SERVICE

An Integrated Pest Management Strategic Plan for

HAZELNUTS

in Oregon and Washington

Katie Murray and Paul Jepson

EM 9223

December 2018

Photo by Lynn Ketchum, © Oregon State University

Exhibit C1

Table of Contents

Hazelnut Pest Management Activities by Crop Stage

Preplant through planting Dormancy and pollination Budbreak to shoot elongation Nut development Harvest through postharvest

References

Appendices A. Activity Tables for Hazelnuts in Washington and Oregon B. Seasonal Pest Management for Hazelnuts in

Washington and Oregon C. Hazelnut Insecticide and Fungicide Risk

Management D. Efficacy Ratings Tables

D-1. Insect and Mite Management Tools D-2. Disease and Pathogen Management Tools. . 49 D-3. Weed Management Tools

E. Herbicide Usage Table F. Using PAMS Terminology G. Pesticide Risk Classification

Introductory Pages Process for this Integrated Pest Management

Strategic Plan Work Group Members 2018 Updates to 2006 Summary of

Critical Needs Top-priority Critical Needs, 2018 Hazelnut Production Overview Integrated Pest Management Overview in

Hazelnut Production IPM Critical Needs

List of Major Hazelnut Pests

Hazelnut Pest Management Timing by Crop Stage

Major Hazelnut Pest Descriptions Insects and mites Diseases, viruses, and pathogens Weeds Vertebrate pests Invasive and emerging pests

Contact:

Katie Murray

Integrated Plant Protection Center 2040 Cordley Hall

Oregon State University Corvallis, OR 97331-2915 katie.murray@oregonstate.edu

This publication is a summary of a workshop held on February 23, 2018 in Salem, Oregon. This project was sponsored with funding from the Applied Research and Development program of the National Institute of Food and

Agriculture, United States Department of Agriculture, Project Number 2016- 07652. The “IPMSP” format is research in progress.

Katie Murray, statewide IPM coordinator, Integrated Plant Protection Center, and assistant professor of practice, Department of Environmental and Molecular Toxicology; and Paul Jepson, professor, Integrated Plant Protection Center, Department of Environmental and Molecular Toxicology, Oregon State University.

Trade-name products and services are mentioned as illustrations only. This does not mean that the Oregon State University Extension Service either endorses these products and services or intends to discriminate against products and services not mentioned.

© 2018, Oregon State University. Extension work is a cooperative program of Oregon State University, the U.S. Department of Agriculture, and Oregon counties. Oregon State University Extension Service offers educational programs, activities, and materials without discrimination on the basis of race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, familial/parental status, income derived from a public assistance program, political beliefs, genetic information, veteran’s status, reprisal or retaliation for prior civil rights activity. (Not all prohibited bases apply to all programs.)

Oregon State University Extension Service is an AA/EOE/Veterans/Disabled.

Published December 2018

Process for this Integrated Pest Management Strategic Plan

(“IPMSP”)

In a proactive effort to identify pest management priorities and lay a foundation for future strategies and increased use of integrated pest management in hazelnut production, growers, commodity-group representatives, pest control advisors, processors, university specialists, and other technical experts from the hazelnut industry in Oregon and Washington formed a work group and assembled this plan. Members of the group met for a day in February 2018, in Salem, Oregon, where they discussed and reached consensus about this plan. It outlines major pests, current management practices, critical needs, activity timetables, and efficacy ratings of various management tools for specific pests in hazelnut production. The result is a strategic plan that addresses many IPM and pest-specific critical needs for the Oregon and Washington hazelnut industry.

A list of top-priority critical needs was created based on a group voting process at the work group meeting. This was drawn from an assessment of all the needs that appear throughout the document, which were compiled from work group members. A list of broader IPM needs was also compiled, based on work group-cited needs related to specific topics. Crop-stage-specific critical needs are also included, listed, and discussed throughout this publication.

This strategic plan begins with an overview of hazelnut production. The overview is followed by discussion of critical production aspects of this crop, including the basics of IPM in hazelnut production in this region. Each pest is described briefly, with links provided for more information about the biology and life cycle of each pest. Within each major pest grouping (insects, diseases, and weeds), individual pests are presented in alphabetical order, not in order of importance. The remainder of the document is an analysis of management practices and challenges organized by crop life stage in an effort to assist the reader in understanding whole-season management practices and constraints. Current management practices are presented using a “Prevention, Avoidance, Monitoring, and Suppression” (PAMS) framework to place practices within a simple IPM classification and to demonstrate areas where additional tools or practices may be needed. For more information, see Appendix F, “Using PAMS Terminology” (page 56).

Trade names for certain pesticides are used throughout this document as an aid for the reader. The use of trade names in this document does not imply endorsement by the work group or any of the organizations represented.

Work Group Members

Workgroup members in attendance

Michelle Armstrong, Wilbur-Ellis Wayne Chambers, grower Jeff Choate, Oregon State University Extension Service, Lane County Brian Holmquist, Holmquist Hazelnuts LeRoy Kropf, grower Peter Kuenzi, Pratum Coop Betsey Miller, Entomology, Oregon State University Matt Miller,…